Whole Body Fitness Policies

 

Membership Hold Policy

(Policy updated 3/8/24)

We are happy to accommodate our Members who wish to put their Memberships on hold due to vacation, short-term illness, or other reasons.  Your monthly Membership fee will be suspended for the period of the hold. 

  • You can put your membership on Hold for a minimum of two weeks. You can place up to two Holds for a maximum of one month of total Hold during any 12 month period. You must be current on your monthly dues to place a Hold.

  • Written (email) notice must be provided to office@wholebodyfit.net two weeks prior to Hold start date. Hold notice must include both Hold Start and Hold End dates.

  • Upon request, we will reserve your training session day/time slot for up to one month during any 12 month period. (Please include this request when you make the Hold notice.) After one month we will try to reserve your slot but cannot guarantee that it will be available when you return.

  • For pre-pays, we will add the length of Hold to the end of your pre-pay period (no refunds). 

  • Please note that Make-Up sessions cannot take place while your Membership is on hold and Make-Up session expiration dates remain unchanged regardless of Hold status.

 

Medical Hold Policy

(Policy updated March 8, 2024, replaces all previous Hold policies)

We understand that planned – and unplanned – medical issues happen.   We will be as flexible as possible if you need to go on hold for Medical reasons.

  • You can place a Medical Hold for a minimum of two weeks.

  • There is no limit on length of time for a Medical Hold. 

  • When possible, please provide written notice via email to office@wholebodyfit.net two weeks prior to Medical Hold start date, including both Hold Start and anticipated Hold End dates.  We will check in with you 10 days prior to your anticipated Hold End date and extend your Hold if you aren’t yet ready to return. 

  • Upon request, we will reserve your training session day/time slot for up to two months. (Please include this request when you make the Hold notice.) After two months we will work with you and make all reasonable effort to reserve your slot but cannot guarantee that it will be available. 

  • For pre-pays we will add the length of Medical Hold to the end of your pre-pay period (no refunds).

  • Please note that Make-Up sessions cannot take place while your Membership is on hold and Make-Up session expiration dates remain unchanged regardless of Hold status.

 

Session Cancellation/Make-up Policy

(Policy updated March 8, 2024, replaces all previous Session Cancellation & Make-Up Policy documents)

Attending your regularly scheduled training sessions is very important for your health and your progress! That said, we understand that there are times when you may need to miss a session due to illness, a brief planned vacation, or an emergency situation. We are happy to accommodate Make-Up sessions providing you have cancelled your missed session. Please note that 1) sessions that are missed and not canceled will not be eligible for Make-Up, and 2) there are no prorations nor refunds for missed sessions.

How to Cancel a Session

  1. Call the Whole Body Fitness office at 530-487-8123 and leave a message OR send an email to office@wholebodyfit.net  Both of these options provide automatic message time and date stamps. Please remember to include the day and time of the session you are canceling in your message. 

  2. We ask that you provide 48 hours prior notice to cancel a session. (This gives us the opportunity to open your session day/time to other Members scheduling Make-Up sessions.) That said, we understand that emergencies or sudden schedule changes due to illness, work, family, or other obligations can and do happen. Therefore, in emergency cases, we give you the flexibility to cancel a session up to 6:00 p.m. on the day of the session you missed. 

  3. When we receive your cancellation notice we will make an entry in your “Make-Up Bank” and confirm this with you via email. Make-up sessions expire 30 days after the original session was missed. Sessions in your Make-Up bank are for your use only and may not be used by another Member or individual. Please keep track of your Make-Up sessions and their expiration date. 

How to Schedule a Make-Up Session

  1. We will publish a Make-Up schedule on the 1st and 15th of each month (or as soon as possible if the gym is closed on the 1st or 15th). The schedule will be posted on a whiteboard and will show all the days and times that are available for Make-Up sessions. This expanded schedule gives you much more flexibility to make-up missed sessions in a timely manner. 

  2. We cannot guarantee that your Make-Up session will be with your regular Trainer or at your regular time slot. However, the published schedule will clearly identify the Trainer for each time/day slot and you can make the choices you want. 

  3. To schedule a Make-Up session simply write your name in the day/time box you choose. If you are not at the gym, leave a message at 530-487-8123. A WBF staff member will call you back and help you choose an available day/time.

  4. Capacity for Make-Up sessions is limited so please schedule your session as soon as possible after you cancel a regular session. Lack of Make-Up session availability will not change the expiration date of your Make-Up session.

Using Make-Up Sessions

  1. You can now “deposit” up to five Make-Up sessions in your bank every rolling 30-day period. When your balance reaches five, you need to complete one or more Make-Up sessions before adding more to your bank. Cancellations in excess of five per rolling 30 days will not be eligible for Make-Up sessions. Expired Make-Up sessions cannot be reinstated. 

  2. If you need to miss a Make-Up session, you can cancel/reschedule and complete a session within the original 30-day validity window as per the instructions above. Make-Up sessions that are missed without cancellation cannot be rescheduled. 

NEW for 2024: Holiday closures are now eligible for Make-Up Sessions!

We are pleased to announce a new benefit for 2024! If a holiday closure results in cancellation of your regular day/time session we will automatically add a Make-Up session to your bank. Holiday Make-Ups are valid for 30 days from the date of the holiday closure and are subject to the same policies as regular Make-Up sessions. You may decline an automatic holiday closure (or any other) Make-Up session. Declined Make-Up sessions cannot be reinstated.

Given that this change comes on the heels of two major holidays we have automatically added two Make-Up sessions to the banks of Members whose Christmas Day and New Year’s Day sessions were canceled. 🙂❤️

2024 Holidays are:

  • New Year’s Day: Monday, January 1 

  • Memorial Day: Monday, May 27

  • Independence Day: Thursday, July 4 

  • Labor Day: Monday, September 2 

  • Thanksgiving: Thursday, November 28, and Friday, November 29

  • Christmas: Wednesday, December 25 and Thursday, December 26 



Please remember that we have flexible Member Hold and Medical Hold policies should our Cancellation and Make-Up policy not be appropriate for your situation.  Note that Make-Up sessions cannot take place while your Membership is on hold. Additionally, Make-Up session expiration dates remain unchanged regardless of Hold status.